Administrative Assistant III - Maintenance

Job Description

Job Description

We Are Norfolk Redevelopment and Housing Authority

NRHA’s Vision and Mission 

We are proud to be the largest housing and redevelopment authority in Virginia and a leader in real estate development and property management across the country. Since 1940, we’ve been working to revitalize and improve neighborhoods in Norfolk. 

As an award-winning public housing authority designated by the Department of Housing and Urban Development (HUD), the NRHA VISION is to provide quality housing choices in neighborhoods where people want to live. Our MISSION is to provide quality housing opportunities that create sustainable, mixed-income communities.

Today, our dedicated team continues focusing on our vision and mission by providing exceptional service to residents, vendors, development partners, and community stakeholders through programs that support the development and sustainability of affordable housing and offering programs that support the goal of self-sufficiency for all residents of Norfolk, Virginia. 

Position Summary  

Provides senior-level administrative support to the Maintenance Department and Design Construction Management Department. Oversees maintenance and capital project workflows, coordinate complex schedules, manage projects, supports departmental strategy, and mentor’s administrative staff. Administers bidding procedures for assigned construction, demolition, maintenance and housing program contracts. Administers assigned active contracts. Serves as contact with department of housing and Urban Development (HUD) representatives on Capital Projects and Maintenance contract administration matters. Performs a variety of complex contract administration tasks and administrative detail work.

  Essential Functions  

• Manage all administrative aspects of maintenance operations and capital projects, including work orders, task orders, vendor coordination, inspections, and preventive maintenance scheduling.
• Prepare executive-level reports, correspondence, and presentations for departmental leadership.
• Serve as primary liaison with staff, residents, vendors, and leadership to ensure operational efficiency.
• Track departmental budgets, purchase orders, and supplies; ensure compliance with policies.
• Verifies funding sources for contracts. 
• Oversee and mentor Administrative Assistant I and II staff.
• Support strategic initiatives, special projects, and process improvements.
• Ensure compliance with safety protocols, regulatory requirements, and company policies.
• Performs additional duties as required.

Performance Standards  

• Maintain workflows, work orders, and departmental projects are efficiently managed.
• Reports, correspondence, and documentation are accurate, timely, and audit-ready.
• Vendor and resident communications are professional and effective.
• Administrative staff are effectively mentored and supported.
• Departmental initiatives and projects are completed on schedule and support operational efficiency.
• Confidential and sensitive information is protected consistently.  

Minimum Qualifications

Minimum 5–7 years of progressive administrative experience, preferably in maintenance or property management. Demonstrated experience coordinating complex workflows, vendors, or projects. 

Experience supervising or mentoring administrative staff preferred. Associate or bachelor’s degree preferred.  

Special Requirements  

• Must possess a valid driver’s license.
• Subject to a background check and reference verification prior to hire.
• Must maintain confidentiality and adhere to NRHA’s code of conduct and ethics policies.  

Knowledge, Skills, and Abilities

• Advanced knowledge of maintenance operations, property management practices, and administrative procedures.
• Expertise in Microsoft Office Suite and property management/maintenance software.
• Strong organizational, analytical, and project management skills.
• Leadership, mentoring, and interpersonal skills.
• Excellent written and verbal communication skills; ability to convey complex information clearly.
• Ability to manage confidential and sensitive information with discretion.
• Problem-solving, decision-making, and independent judgment skills.
• Operational knowledge of routine accounting and budgeting practices, with emphasis on departmental accounting and budgeting practices.
• Ability to understand and carry out complex oral and written instructions. 
• Ability to make decisions in accordance with established procedures and policies. 
• Ability to exercise independent judgment in the completion of moderately complex assignments. 
• Ability to exercise independent initiative in the completion of moderately complex assignments.
• Ability to maintain confidentiality of all business-related information.  

Physical Requirements

While performing the duties of this job, the employee is frequently required to sit, talk, see, or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Job requires depth perception. 

NRHA will consider equivalent substitutes for education and/or experience, provided that the candidate can demonstrate that he/she has obtained the knowledge and skill necessary to perform the duties of the job.

NRHA offers a competitive compensation and benefits package . The compensation offer will be determined by the candidate's work history and skill set. Benefits include VRS retirement, medical, dental, and vision insurance; life insurance; long-and short-term disability insurance; tuition reimbursement options; public service loan forgiveness, and much more.

Drug Free Workplace: NRHA maintains a drug free workplace.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction. 

The Norfolk Redevelopment and Housing Authority is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law. We value diversity and encourage individuals from all backgrounds to apply.